Skip to content
Workflows

Workflow Action - Send Email

In this article, you’ll learn how to use the “Send Email” action in your workflow to automate and personalize email communication with your contacts…

5 min read1,066 words11 explained images
View as markdownOpen in ClaudeOpen in ChatGPT
Each image has a one line explanation. Switch to full detail for the step it belongs to, the fields and buttons involved, examples and the whole procedure.
On this page
  1. Key Benefits of Using the “Send Email” Action
  2. Step-by-Step Process for Using the “Send Email” Workflow Action
  3. Example: Booking confirmation email
  4. Troubleshooting
  5. Tips and best practices
  6. Related actions
  7. FAQs
  8. Related articles

In this article, you’ll learn how to use the “Send Email” action in your workflow to automate and personalize email communication with your contacts. We’ll guide you through the key benefits of this action, provide a step-by-step process for setting it up, and share a practical example to help you get started. By the end of this article, you’ll be equipped to enhance your email automation and improve customer engagement.

TABLE OF CONTENTS

What is the “Send Email” Workflow Action?

The “Send Email” action in your automation workflow allows you to send personalized and automated emails to your contacts at the right time. This action is a vital component of marketing, customer service, and follow-up processes, ensuring that your communication is timely, effective, and personalized. Whether you’re confirming bookings, sending promotional offers, or notifying customers about updates, the “Send Email” action helps streamline your communication.

Key Benefits of Using the “Send Email” Action

  1. Timely Communication: Automates the sending of emails, ensuring your contacts receive messages at the most appropriate moments without manual effort.
  2. Personalization: You can customize the email’s content using dynamic fields, such as the recipient’s first name, appointment details, or purchase history, to make each message more engaging.
  3. Improved Customer Experience: By automatically sending confirmation emails, reminders, or follow-ups, you improve customer satisfaction and reduce the chances of miscommunication.
  4. Time-Saving: By setting up email templates and automated workflows, you reduce the need for manual email sending, saving time and ensuring consistency.
  5. Flexibility: You can attach files, use custom templates, and modify email content to suit your business needs.

Step-by-Step Process for Using the “Send Email” Workflow Action

1. Add the “Send Email” Action to Your Workflow

Open your workflow editor and drag the “Send Email” action into your workflow at the appropriate point (e.g., after a trigger like a booking or form submission).

Step-by-Step Process for Using the “Send Email” Workflow Action (image 1 of 11) What this shows Open your workflow editor and drag the “Send Email” action into your workflow at the appropriate point (e.g., after a trigger like a… What this shows Illustrates the "Step-by-Step Process for Using the “Send Email” Workflow Action" section of "Workflow Action - Send Email". This screenshot appears in the "Step-by-Step Process for Using the “Send Email” Workflow Action" section of "Workflow Action - Send Email". The text alongside this image reads: Open your workflow editor and drag the “Send Email” action into your workflow at the appropriate point (e.g., after a trigger like a booking or form submission). Immediately after, the guide continues: Assign a clear, descriptive name for the action (e.g., “Booking Confirmation Email”). This helps you easily identify the action in the workflow. Image 1 of 11 Where to goOpen your workflow editor and drag the “Send Email” action into your workflow at the appropriate point (e.g., after a trigger like a booking or form submission).
Buttons and menus referenced 2.Configure the Action Name3. Fill in Sender Details4.Create the Subject Line5. Choose or Create the Email Body6. Add Attachments (Optional)7. Test the Email8. Save and Activate the Action9. Cc/Bcc in Email Action
Next stepAssign a clear, descriptive name for the action (e.g., “Booking Confirmation Email”). This helps you easily identify the action in the workflow.
All 2 steps in this procedure
  1. From Name: Enter the name that will appear as the sender (e.g., “My Company”).
  2. From Email: Input the email address from which the email will be sent (e.g., “mycompany@email.com”).

2. Configure the Action Name

Assign a clear, descriptive name for the action (e.g., “Booking Confirmation Email”). This helps you easily identify the action in the workflow.

Step-by-Step Process for Using the “Send Email” Workflow Action (image 2 of 11) What this shows Assign a clear, descriptive name for the action (e.g., “Booking Confirmation Email”). What this shows Illustrates the "Step-by-Step Process for Using the “Send Email” Workflow Action" section of "Workflow Action - Send Email". This screenshot appears in the "Step-by-Step Process for Using the “Send Email” Workflow Action" section of "Workflow Action - Send Email". The text alongside this image reads: Assign a clear, descriptive name for the action (e.g., “Booking Confirmation Email”). This helps you easily identify the action in the workflow. Immediately after, the guide continues: From Name: Enter the name that will appear as the sender (e.g., “My Company”). From Email: Input the email address from which the email will be sent (e.g., “mycompany@email.com”). Image 2 of 11 What this coversAssign a clear, descriptive name for the action (e.g., “Booking Confirmation Email”). This helps you easily identify the action in the workflow.
Buttons and menus referenced 2.Configure the Action Name3. Fill in Sender Details4.Create the Subject Line5. Choose or Create the Email Body6. Add Attachments (Optional)7. Test the Email8. Save and Activate the Action9. Cc/Bcc in Email Action
Next stepFrom Name: Enter the name that will appear as the sender (e.g., “My Company”). From Email: Input the email address from which the email will be sent (e.g., “mycompany@email.com”).
All 2 steps in this procedure
  1. From Name: Enter the name that will appear as the sender (e.g., “My Company”).
  2. From Email: Input the email address from which the email will be sent (e.g., “mycompany@email.com”).

3. Fill in Sender Details

  • From Name: Enter the name that will appear as the sender (e.g., “My Company”).
  • From Email: Input the email address from which the email will be sent (e.g., “mycompany@email.com”).
Step-by-Step Process for Using the “Send Email” Workflow Action (image 3 of 11) What this shows From Name: Enter the name that will appear as the sender (e.g., “My Company”). What this shows Illustrates the "Step-by-Step Process for Using the “Send Email” Workflow Action" section of "Workflow Action - Send Email". This screenshot appears in the "Step-by-Step Process for Using the “Send Email” Workflow Action" section of "Workflow Action - Send Email". The text alongside this image reads: From Name: Enter the name that will appear as the sender (e.g., “My Company”). From Email: Input the email address from which the email will be sent (e.g., “mycompany@email.com”). Immediately after, the guide continues: Enter a relevant subject line that gives the recipient an idea of the email content (e.g., “Thank You for Booking with Us!”). Image 3 of 11 What to fill inFrom Name: Enter the name that will appear as the sender (e.g., “My Company”). From Email: Input the email address from which the email will be sent (e.g., “mycompany@email.com”).
Buttons and menus referenced 2.Configure the Action Name3. Fill in Sender Details4.Create the Subject Line5. Choose or Create the Email Body6. Add Attachments (Optional)7. Test the Email8. Save and Activate the Action9. Cc/Bcc in Email Action
Next stepEnter a relevant subject line that gives the recipient an idea of the email content (e.g., “Thank You for Booking with Us!”).
All 2 steps in this procedure
  1. From Name: Enter the name that will appear as the sender (e.g., “My Company”).
  2. From Email: Input the email address from which the email will be sent (e.g., “mycompany@email.com”).

4.Create the Subject Line

  • Enter a relevant subject line that gives the recipient an idea of the email content (e.g., “Thank You for Booking with Us!”).
Step-by-Step Process for Using the “Send Email” Workflow Action (image 4 of 11) What this shows Enter a relevant subject line that gives the recipient an idea of the email content (e.g., “Thank You for Booking with Us!”). What this shows Illustrates the "Step-by-Step Process for Using the “Send Email” Workflow Action" section of "Workflow Action - Send Email". This screenshot appears in the "Step-by-Step Process for Using the “Send Email” Workflow Action" section of "Workflow Action - Send Email". The text alongside this image reads: Enter a relevant subject line that gives the recipient an idea of the email content (e.g., “Thank You for Booking with Us!”). Immediately after, the guide continues: 5. Choose or Create the Email Body. Image 4 of 11 What to fill inEnter a relevant subject line that gives the recipient an idea of the email content (e.g., “Thank You for Booking with Us!”).
Buttons and menus referenced 2.Configure the Action Name3. Fill in Sender Details4.Create the Subject Line5. Choose or Create the Email Body6. Add Attachments (Optional)7. Test the Email8. Save and Activate the Action9. Cc/Bcc in Email Action
Next step5. Choose or Create the Email Body
All 2 steps in this procedure
  1. From Name: Enter the name that will appear as the sender (e.g., “My Company”).
  2. From Email: Input the email address from which the email will be sent (e.g., “mycompany@email.com”).

5. Choose or Create the Email Body

  • Templates: Select an email template from the dropdown (optional). If no template is available, you can write a custom message in the Email Body field.
Step-by-Step Process for Using the “Send Email” Workflow Action (image 5 of 11) What this shows Templates: Select an email template from the dropdown (optional). What this shows Illustrates the "Step-by-Step Process for Using the “Send Email” Workflow Action" section of "Workflow Action - Send Email". This screenshot appears in the "Step-by-Step Process for Using the “Send Email” Workflow Action" section of "Workflow Action - Send Email". The text alongside this image reads: Templates: Select an email template from the dropdown (optional). If no template is available, you can write a custom message in the Email Body field. Immediately after, the guide continues: Email Body: Create your email body here. Use custom values to personalize the message. For example. Image 5 of 11 What to chooseTemplates: Select an email template from the dropdown (optional). If no template is available, you can write a custom message in the Email Body field.
Buttons and menus referenced 2.Configure the Action Name3. Fill in Sender Details4.Create the Subject Line5. Choose or Create the Email Body6. Add Attachments (Optional)7. Test the Email8. Save and Activate the Action9. Cc/Bcc in Email Action
Next stepEmail Body: Create your email body here. Use custom values to personalize the message. For example:
All 2 steps in this procedure
  1. From Name: Enter the name that will appear as the sender (e.g., “My Company”).
  2. From Email: Input the email address from which the email will be sent (e.g., “mycompany@email.com”).

Email Body : Create your email body here. Use custom values to personalize the message. For example:

Hi {{contact.first_name}}, Thank you for booking with us! Your appointment is scheduled for {{appointment.start_time}}.

If you select an existing template, you may see a **Sync Edits to Template** checkbox. When sync is ON, changes in the workflow email and the original template update each other. When sync is OFF, they stay independent.

Step-by-Step Process for Using the “Send Email” Workflow Action (image 6 of 11) What this shows If you select an existing template, you may see a **Sync Edits to Template** checkbox. What this shows Illustrates the "Step-by-Step Process for Using the “Send Email” Workflow Action" section of "Workflow Action - Send Email". This screenshot appears in the "Step-by-Step Process for Using the “Send Email” Workflow Action" section of "Workflow Action - Send Email". The text alongside this image reads: If you select an existing template, you may see a **Sync Edits to Template** checkbox. When sync is ON, changes in the workflow email and the original template update each other. When sync is OFF, they stay independent. Immediately after, the guide continues: If necessary, you can attach files to the email, such as booking confirmations, product details, or invoices. Image 6 of 11 What to chooseIf you select an existing template, you may see a **Sync Edits to Template** checkbox. When sync is ON, changes in the workflow email and the original template update each other. When sync is OFF, they stay independent.
Buttons and menus referenced 2.Configure the Action Name3. Fill in Sender Details4.Create the Subject Line5. Choose or Create the Email Body6. Add Attachments (Optional)7. Test the Email8. Save and Activate the Action9. Cc/Bcc in Email Action
Next stepIf necessary, you can attach files to the email, such as booking confirmations, product details, or invoices.
All 2 steps in this procedure
  1. From Name: Enter the name that will appear as the sender (e.g., “My Company”).
  2. From Email: Input the email address from which the email will be sent (e.g., “mycompany@email.com”).

6.    Add Attachments (Optional)

If necessary, you can attach files to the email, such as booking confirmations, product details, or invoices.

Step-by-Step Process for Using the “Send Email” Workflow Action (image 7 of 11) What this shows If necessary, you can attach files to the email, such as booking confirmations, product details, or invoices. What this shows Illustrates the "Step-by-Step Process for Using the “Send Email” Workflow Action" section of "Workflow Action - Send Email". This screenshot appears in the "Step-by-Step Process for Using the “Send Email” Workflow Action" section of "Workflow Action - Send Email". The text alongside this image reads: If necessary, you can attach files to the email, such as booking confirmations, product details, or invoices. Immediately after, the guide continues: Before finalizing, it’s a good idea to send a test email. Enter an email address in the Test Emails field and click Send Test Mail to ensure the content and formatting are correct. Image 7 of 11 What this coversIf necessary, you can attach files to the email, such as booking confirmations, product details, or invoices.
Buttons and menus referenced 2.Configure the Action Name3. Fill in Sender Details4.Create the Subject Line5. Choose or Create the Email Body6. Add Attachments (Optional)7. Test the Email8. Save and Activate the Action9. Cc/Bcc in Email Action
Next stepBefore finalizing, it’s a good idea to send a test email. Enter an email address in the Test Emails field and click Send Test Mail to ensure the content and formatting are correct.
All 2 steps in this procedure
  1. From Name: Enter the name that will appear as the sender (e.g., “My Company”).
  2. From Email: Input the email address from which the email will be sent (e.g., “mycompany@email.com”).

7. Test the Email

Before finalizing, it’s a good idea to send a test email. Enter an email address in the Test Emails field and click Send Test Mail to ensure the content and formatting are correct.

Step-by-Step Process for Using the “Send Email” Workflow Action (image 8 of 11) What this shows Before finalizing, it’s a good idea to send a test email. What this shows Illustrates the "Step-by-Step Process for Using the “Send Email” Workflow Action" section of "Workflow Action - Send Email". This screenshot appears in the "Step-by-Step Process for Using the “Send Email” Workflow Action" section of "Workflow Action - Send Email". The text alongside this image reads: Before finalizing, it’s a good idea to send a test email. Enter an email address in the Test Emails field and click Send Test Mail to ensure the content and formatting are correct. Immediately after, the guide continues: 8. Save and Activate the Action. Image 8 of 11 What to fill inBefore finalizing, it’s a good idea to send a test email. Enter an email address in the Test Emails field and click Send Test Mail to ensure the content and formatting are correct.
Buttons and menus referenced 2.Configure the Action Name3. Fill in Sender Details4.Create the Subject Line5. Choose or Create the Email Body6. Add Attachments (Optional)7. Test the Email8. Save and Activate the Action9. Cc/Bcc in Email Action
Next step8. Save and Activate the Action
All 2 steps in this procedure
  1. From Name: Enter the name that will appear as the sender (e.g., “My Company”).
  2. From Email: Input the email address from which the email will be sent (e.g., “mycompany@email.com”).

8.    Save and Activate the Action

Once you’re satisfied with the configuration, click Save Action. The email will now be sent automatically when the workflow reaches this step.

Step-by-Step Process for Using the “Send Email” Workflow Action (image 9 of 11) What this shows Once you’re satisfied with the configuration, click Save Action. What this shows Illustrates the "Step-by-Step Process for Using the “Send Email” Workflow Action" section of "Workflow Action - Send Email". This screenshot appears in the "Step-by-Step Process for Using the “Send Email” Workflow Action" section of "Workflow Action - Send Email". The text alongside this image reads: Once you’re satisfied with the configuration, click Save Action. The email will now be sent automatically when the workflow reaches this step. Immediately after, the guide continues: Add cc/bcc fields in the email action by clicking on the cc/bcc buttons. When you click on the button the respective fields will populate. Image 9 of 11 How to confirmOnce you’re satisfied with the configuration, click Save Action. The email will now be sent automatically when the workflow reaches this step.
Buttons and menus referenced 2.Configure the Action Name3. Fill in Sender Details4.Create the Subject Line5. Choose or Create the Email Body6. Add Attachments (Optional)7. Test the Email8. Save and Activate the Action9. Cc/Bcc in Email Action
Next stepAdd cc/bcc fields in the email action by clicking on the cc/bcc buttons. When you click on the button the respective fields will populate.
All 2 steps in this procedure
  1. From Name: Enter the name that will appear as the sender (e.g., “My Company”).
  2. From Email: Input the email address from which the email will be sent (e.g., “mycompany@email.com”).

9. Cc/Bcc in Email Action

  • Add cc/bcc fields in the email action by clicking on the cc/bcc buttons.
  • When you click on the button the respective fields will populate.
Step-by-Step Process for Using the “Send Email” Workflow Action (image 10 of 11) What this shows Add cc/bcc fields in the email action by clicking on the cc/bcc buttons. What this shows Illustrates the "Step-by-Step Process for Using the “Send Email” Workflow Action" section of "Workflow Action - Send Email". This screenshot appears in the "Step-by-Step Process for Using the “Send Email” Workflow Action" section of "Workflow Action - Send Email". The text alongside this image reads: Add cc/bcc fields in the email action by clicking on the cc/bcc buttons. When you click on the button the respective fields will populate. Immediately after, the guide continues: Goal: Send an email when a contact books an appointment. Image 10 of 11 What to clickAdd cc/bcc fields in the email action by clicking on the cc/bcc buttons. When you click on the button the respective fields will populate.
Buttons and menus referenced 2.Configure the Action Name3. Fill in Sender Details4.Create the Subject Line5. Choose or Create the Email Body6. Add Attachments (Optional)7. Test the Email8. Save and Activate the Action9. Cc/Bcc in Email Action
Next stepGoal: Send an email when a contact books an appointment.
All 2 steps in this procedure
  1. From Name: Enter the name that will appear as the sender (e.g., “My Company”).
  2. From Email: Input the email address from which the email will be sent (e.g., “mycompany@email.com”).
Step-by-Step Process for Using the “Send Email” Workflow Action (image 11 of 11) What this shows Add cc/bcc fields in the email action by clicking on the cc/bcc buttons. What this shows Illustrates the "Step-by-Step Process for Using the “Send Email” Workflow Action" section of "Workflow Action - Send Email". This screenshot appears in the "Step-by-Step Process for Using the “Send Email” Workflow Action" section of "Workflow Action - Send Email". The text alongside this image reads: Add cc/bcc fields in the email action by clicking on the cc/bcc buttons. When you click on the button the respective fields will populate. Immediately after, the guide continues: Goal: Send an email when a contact books an appointment. Image 11 of 11 What to clickAdd cc/bcc fields in the email action by clicking on the cc/bcc buttons. When you click on the button the respective fields will populate.
Buttons and menus referenced 2.Configure the Action Name3. Fill in Sender Details4.Create the Subject Line5. Choose or Create the Email Body6. Add Attachments (Optional)7. Test the Email8. Save and Activate the Action9. Cc/Bcc in Email Action
Next stepGoal: Send an email when a contact books an appointment.
All 2 steps in this procedure
  1. From Name: Enter the name that will appear as the sender (e.g., “My Company”).
  2. From Email: Input the email address from which the email will be sent (e.g., “mycompany@email.com”).

Example: Booking confirmation email

Goal: Send an email when a contact books an appointment.

Workflow setup

  1. Trigger: Appointment booked

  2. Action: Send Email

    • Action Name: Booking Confirmation Email

    • From Name: My Company

    • From Email: mycompany@email.com

    • Subject: Thanks for booking with us!

    • Body:

Hi {{contact.first_name}},

Thank you for booking with us! Your appointment is scheduled for {{appointment.start_time}} on {{appointment.only_start_date}}.

We look forward to seeing you soon!

  1. (Optional) Add an attachment URL for an appointment details PDF.

  2. Send a test email.

  3. Save the action.

Troubleshooting

  • Email didn’t send: Confirm the contact has a valid email address and that your sender email/domain is set up correctly.

  • Merge fields showing as blank: Ensure the contact/trigger provides those values (e.g., appointment fields require an appointment-related trigger).

  • Formatting looks off: Use a test email to validate spacing, links, and templates across email clients.

Tips and best practices

  • Keep subject lines short and specific.

  • Use templates for consistency across teams.

  • Personalize with merge fields, but avoid relying on fields that may not exist for every trigger.

  • If adding multiple CC/BCC emails, double-check comma separation.

FAQs

Can I use templates with this action?

Yes. You can select an existing email template, or write a custom email directly in the editor.

Can I personalize the email?

Yes. Use custom values (merge fields) like {{contact.first_name}} to personalize the subject and body.

Do CC/BCC recipients appear in workflow email stats?

No. CC/BCC recipients do not appear in Email Stats. Workflow send success/failure is determined by the primary contact email.

Does “Send Test Mail” validate CC/BCC delivery?

No. Test emails are for validating formatting/content; they do not confirm CC/BCC delivery.

What happens if a CC/BCC email address is invalid?

Invalid CC/BCC addresses are skipped. Valid CC/BCC recipients (and the primary contact) can still receive the email.

Can I add attachments?

Yes. In the Send Email action, you can attach files by selecting an existing file from the Media Library or uploading a new file from your device.

Why are merge fields blank in my test or live email?

Merge fields can be blank if the workflow trigger/action context doesn’t provide that data (for example, appointment fields require an appointment-related trigger), or if the contact record is missing values.

Why did my email land in spam or not deliver?

Deliverability depends on proper sender setup and domain configuration. Verify your sending configuration and test with multiple inbox providers.

Was this guide helpful?

Related guides

Introduction to Workflows and Automations4 min read · 9 imagesWorkflow Notes, Action Notes & Sticky Notes3 min read · 11 imagesWorkflows Pro Plan - New Pricing Tiers5 min read · 8 imagesComprehensive workflow stats1 min read · 3 images